Event WiFi Planning Checklist: Everything You Need Before Your Event

Plan Your Event Internet Like a Pro

Poor WiFi is one of the top complaints at events. It's also one of the most preventable problems — if you plan ahead. This checklist covers everything you need to think about, whether you're connecting 50 people or 5,000.

Step 1: Calculate Your Bandwidth Needs

Not all users consume bandwidth equally. Here's a realistic breakdown:

Light users (checking email, messaging): ~1 Mbps per user

Medium users (social media, web browsing): ~3 Mbps per user

Heavy users (video streaming, large uploads): ~5-10 Mbps per user

Rule of thumb: Assume 30-50% of attendees will be connected simultaneously, with an average of 3 Mbps per connected user.

For events under 150 attendees, a single Starlink kit (100-200 Mbps) handles this well. For larger events, consider multiple kits or supplementary connections.

Step 2: Identify Critical vs. Nice-to-Have Connectivity

Separate your connectivity needs into tiers:

Tier 1 — Mission critical (must not fail):

- Point-of-sale / payment terminals

- Event management software

- Security systems

- Emergency communications

Tier 2 — Important (should be reliable):

- Speaker/presenter internet

- Live streaming

- Media/press WiFi

- Sponsor activations

Tier 3 — Nice to have:

- General attendee WiFi

- Social media posting

- Digital signage

This tiering determines your equipment. Tier 1 needs its own isolated network with failover. Tier 2 and 3 can share bandwidth with QoS prioritization.

Step 3: Site Survey Checklist

Visit your venue and check these items:

Step 4: Timeline

4+ weeks before: Book your connectivity solution. Starlink rental kits need 3-5 days for delivery, but booking early ensures availability.

2 weeks before: Confirm site details with your provider. Share the site survey results, expected attendance, and any special requirements (VPN, custom SSIDs, VLANs).

1 week before: Confirm delivery logistics. Who will receive the kit? Where should it be delivered?

Day before: Test the connection if possible. Our kits are pre-configured, but a dry run eliminates surprises.

Event day: Set up the kit (15 minutes). Test all critical systems. Keep support contact handy.

After the event: Return the kit via the included prepaid shipping label.

Step 5: Common Mistakes to Avoid

Mistake 1: Relying on venue WiFi for POS systems. Venue WiFi is shared, unmanaged, and has no SLA. If it drops during peak hours, your payment terminals go offline.

Mistake 2: Not isolating networks. Attendee traffic and POS traffic should be on separate VLANs. One person streaming 4K video shouldn't affect card payments.

Mistake 3: Testing cell signal on a quiet day. The cell tower that gives you 200 Mbps today will give you 10 Mbps when 500 phones arrive.

Mistake 4: No failover plan. Any single connection can fail. Dual backhaul (Starlink + 5G) costs marginally more but provides dramatically higher reliability.

Mistake 5: Underestimating power. A Starlink kit draws ~250W. Make sure you have a dedicated circuit, not a shared power strip with the sound system.

Quick Reference

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